Administrative Assistant

Ares Management is seeking an Administrative Assistant with strong administrative support and organizational skills to provide high level professional support to professionals for our Real Estate team in our San Paolo, Brazil office. Support needs include managing heavy calendars, coordinating travel, handling expense reports, and answering calls, among other general support responsibilities to ensure efficient and smooth day-to-day operations.  Light personal assistance for the senior level professional needed. The ideal candidate should have excellent oral and written communication skills and be highly motivated and professional; with an ability to take initiative and think critically. Must exercise a high level of discretion. Ares looks for people who are enthusiastic to grow their skills and take on new responsibilities to provide high-level value-add support for the professionals they cover, along with a willingness to pitch in and collaborate with other administrative team members, including sharing backup coverage needs.

• Extensive coordination and scheduling of internal and external meetings, conference calls, and video conference meetings, utilizing Outlook and Zoom on behalf of supported professionals; includes arranging for any catering and document distribution
• Goal-level calendar management, reflecting professionals’ priorities and adapting as necessary, with excellent communication to involved parties and stakeholders (including senior firm management and their assistants)
• Prioritize Outlook calendar items on behalf of professionals, informing them of meeting changes and keeping them on schedule throughout the day
• Schedule meetings and conference rooms as necessary using Ares protocol
• Coordinate setting up and clean up conference rooms for catered meetings

• Coordinate all aspects of domestic and international travel (air, ground, and lodging); manage payment and maintain real time tracking of meeting and itinerary changes
• Maintain current passports and necessary visas
• Compose detailed itineraries for travel and key meetings, print boarding passes and check-in professionals for their flights
• Track flights to ensure they are on time and not cancelled
• Organize and create cash and AMEX expense reports using Ares’s expense system, Concur

• Answer phones, screen calls, and take messages as appropriate
• Maintain documents, records, reports in a discreet and confidential manner
• Perform professional information research as needed
• Register professionals for conferences and networking events in a timely manner
• RSVP to events on behalf of professionals
• Provide back-up support to other administrative team members in the Collaboration Group when they are at lunch, out sick or on vacation; this includes all administrative tasks for each of their primary professionals, including managing inbound calls, preparing documents, coordinating meetings, etc.
• Coordinate various mailings (FedEx) and assist other administrative team members in the process when necessary
• Miscellaneous projects and support leverage for professionals as needed, including event management which may require occasional travel
• Serve as secondary support as part of a rotating schedule for Reception coverage during lunch hour and breaks, when and where needed
• Other duties as assigned

Education: Bachelor’s degree or equivalent work experience required

Experience Required:

• Minimum 3-5 years of experience in an Administrative Assistant role, preferably in financial services
• Proficiency with Microsoft Office suite – particularly Outlook, Word, Excel, PPT, CoPilot
• Knowledge of Concur, is a plus

General Requirements:

The ideal candidate should have the following:

• Demonstrates an eager, can-do attitude, willing and wanting to learn and take on projects as needed in dynamic environment
• Excellent writing and communication skills in English and Portuguese are required
• Must be very organized
• Ability to manage time and priorities well in a deadline-driven, fast paced department
• Excellent problem-solving capabilities, with timely resolution, demonstrating an ability to work independently with limited guidance and exercise independent judgment, including knowing when to elevate concerns or issues.
• Strong interpersonal skills and ability to multitask
• Strong phone etiquette
• Technology savvy and willing to learn new systems in a short period of time
• Highly responsive and able work on evenings and weekends when needed to support business needs

There is no set deadline to apply for this job opportunity. Applications will be accepted on an ongoing basis until the search is no longer active.